Termination Procedures

Purpose: These procedures outline the process to follow for classified and student employees. Please refer to the Faculty Handbook for procedures for faculty members.

Voluntary Termination Process

Classified Employees

Classified employees, both temporary and regular, should submit a letter of resignation. Classified employees should give no less than two weeks notice and vacation time should not be requested during this time if they wish to resign in good standing.  The letter of resignation should be addressed and submitted to the terminating employee's immediate supervisor.  The Institute's official record reflects the termination date as the day following the employee's last date in a paid/active status.

Retiring Employees

Classified employees who are retiring must formally announce their intention to retire in the applicable manner described above.

In order to facilitate the timely initiation of TRS benefits, retiring employees are encouraged to submit their letter of termination intent as far in advance of their last working day as possible, 90 days in advance is recommended.  Those retiring through ORP (Optional Retirement Plan) do not need to remit notice to their ORP vendor in advance.  The date of retirement is defined as the employee's last workday.

Security Debriefing

If the terminating employee holds a security clearance, he/she must appear in person on or before the last workday for a debriefing. The debriefing will be held in the Office of Research Security. Contact the Research Security office at 404-407-7128 for more information.

Termination Clearance Form

On the last workday, the terminating employee brings the completed Termination Clearance Form to OHR Customer Service Center. All items in Sections I and II must be completed by the terminating employee's supervisor or that unit's Human Resources Representative/Contact. Section III will be completed by OHR. Sections IV, V and VI will be completed by the employee.  The Termination Clearance Form is available on the forms page, under "Miscellaneous".

Exit Interview

All terminating employees will be asked to complete an Exiting Employee Information Questionnaire.  A personal exit interview with the Senior Advisor for Performance and Talent Management may also be requested.  Take the exit survey here: http://gtohr.gtexit.sgizmo.com/s3.

Final Pay

Disposition of the final pay will be deposited to the direct deposit accounts(s) on record and will take place on the employees next regularly scheduled pay date including unused vacation, up to the maximum of 360 hours.  Arrangements for initiation of retirement benefits, if any, will be handled by the Benefits Department.

Benefits

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Student Employees

 

Student employees are encouraged to submit a letter of resignation to their immediate supervisor at least two weeks prior to their last working day.

If the terminating student employee holds a security clearance, he/she must appear in person for a debriefing. The debriefing will be held in the Office of Research Security.  Contact the Research Security office for more information at (404) 894-3507.

Disposition of the final pay will be handled by the student's home department. Issuance of the final pay will take place on the student employee's next regularly scheduled pay date and will be deposited to the direct deposit account(s) on record.

Involuntary Termination Process

An employing unit wishing to dismiss an employee, whether the employee is faculty, staff, or student must contact their Human Resources Representative/Contact and the Performance and Talent Management or HR Consultancy (for employees still within their 6-month probationary period) team well in advance to obtain guidelines for each circumstance.   For additional information, please refer to the following policies:

5.13 Progressive Discipline
12.5 Reassignment and Reductions in Force

Reemployment Following Termination

An employee who terminates regular employment (benefits eligible) and receives pay for accrued vacation is ineligible for reemployment as a regular employee until expiration of the time for which accrued vacation was paid; however, this individual may be re-employed immediately in a temporary (non-benefits eligible) capacity. Upon expiration of the time period for which accrued vacation was paid, the individual may then be rehired in a regular capacity